Case Study

Read the following job description, and answer the respective questions:

Job Title:

Academic Portfolio Administrator

Faculty/Department:

Pilon School of Business

The Academic Portfolio Administrator (APA) is a member of the Faculty's Administrative Team, accountable for proactively managing the administrative functions of the Associate Dean's (AD) portfolio. Under the direction of the AD, the APA proactively coordinates processes that include workload planning (enrolment planning, course and faculty scheduling, human resource assignments, and payroll), space and resource allocation, curriculum-related processes, external liaising and financial and data analysis/reporting. The APA is required to organize and expedite the flow of work through the AD's office and to have a thorough understanding of academic operations, human resources principles and resources allocation in order to act on behalf of the AD, as appropriate, and to escalate matters when necessary.

What You'll be Doing

• Researching, planning, coordinating, and executing day-to-day operational processes within the portfolio of the AD with respect to workload planning.
• Coordinating and administering human resource activities for their portfolio/cluster which may include workload assignments for full-time and contract faculty and staff, including teaching and non-teaching assignments.
• Managing, coordinating, on-boarding and orientation of new employees.
• Managing and analyzing accuracy and integrity of workload data utilizing multiple college systems (DCU, SAL and PeopleSoft) and planning documents.
• Collecting, interpreting and analyzing detailed scheduling data to optimize student, faculty and space resources.
• Identifying faculty and staff workload, scheduling and accommodation issues that contravene the Collective Agreements, and in consultation with the AD and/or stakeholders seeking to rectify issues.
• Responding to and resolving issues where appropriate.
• Acting as the first point of contact for internal and external inquiries to the AD.
• Collecting, reviewing and analyzing data relevant to the financial performance of the Portfolio and assisting in the monitoring of the Faculty budget including special projects.
• Planning various short and long-term academic projects, industry projects and/or special.

About You

You have a highly collaborative spirit and thrive on supporting your team and have ability to also act independently and take initiative to establish and achieve collective goals.

Your sharp problem solving, analytical and critical thinking skills, along with your detail-oriented nature, allow you to solve challenges in creative ways.

You communicate with discretion, confidentiality, diplomacy, and exercise sound judgement.

You are proficient with computer technology including computerized databases, spreadsheets and word processing and are adaptable in an evolving technical landscape. High proficiency with Microsoft Excel is required and experience with Tableau is considered an asset.

The successful candidate will also meet the following qualifications:

• 3-year diploma or degree in Business Administration, Communications, Project Management, or related field
• 5 years of related experience in an administrative/project management role, preferably in a post-secondary environment (equivalency will be considered)
• Familiarity with college systems (preferred)

Sources:

• Job Description, Academic Portfolio Administrator, https://sheridan.njoyn.com/cl3/xweb/XWeb.asp?NTKN=c&clid=55117&Page=JobDetails&Jobid=J1221-1109&BRID=127275&lang=1
• Behaviorally Anchored Ratings Scale (BARS) Guide - IN.gov, https://in.gov/idoc/files/bars.doc
• Competency Model Clearing house: https://www.careeronestop.

Question 1 (11 points)

Which of the following competencies would be necessary for this role? Choose all that apply.

Question 1 options:

	Multi-User Applications - Multi-media technology
	Information Analysis - Critically evaluate and analyze information in written materials.
	Establishing Productive Relationships- Effectively communicate with all members of the group or team to achieve team goals and objectives.
	Scientific Method - Understand the scientific method (identify problems, collect information, form and validate hypotheses, draw conclusions) and apply basic scientific research
	Coordinating in Distributed Environments - Coordinate schedules of colleagues, co-workers, and clients in regional locations. (i.e., across time zones) to ensure that inconvenience is minimized and productivity is enhanced.
	Reasoning - Critically review, analyze, synthesize, compare, and interpret information.
	Technology Trouble Shooting and Maintenance -Perform routine maintenance on tools, technology, and equipment.
	Mental Agility - Identify connections between issues.
	Persisting - Persist to accomplish a task despite difficult conditions, tight deadlines, or obstacles and setbacks.
	Managing Projects - Estimate personnel and other resources needed for project completion (e.g., financial material or equipment).
	Locating Gathering and organizing relevant information - Effectively use both internal resources (e.g., internal computer networks, company filing systems) and external resources (e.g., internet search engines) to locate and gather information relevant to solving the problem
	Data Protection- Data loss prevention techniques and tools
	Measurement and Estimation- Take measurements of time, temperature, distances, length, width, height, perimeter, area, volume, weight, velocity, and speed.
	Attending to details - Diligently check work to ensure that all essential details have been considered.
	Taking initiative -Take initiative to seek out new work challenges, influence events, or originate action.
	Data Storage Systems - Storage Area Network
	Network Security Recognize and describe threats to networked computer systems, including malware (viruses, spyware, adware)
	Managing Projects - Manage activities to meet plans, allocating time and resources effectively.
	Minimizing Environmental Impacts - Utilize advances in science and technology to upgrade levels of efficiency and environmental protection.
	Digital Graphics Design - Digital media production and acquisition